1. Project Overview

• Product: Data Integrity Suite (DIS) - User Management

• Industry: Data Management and Analytics

• My Role: Solution Architect

• Team:

  • Project Manager

  • UX Architect

  • UX Designer

  • Product Architect

  • Solution Architect (myself)

  • Platform Development Team (Team B)

• Timeline: Project initiated and launched in 2024

2. Business Challenge

Pain Points

1. Complex user invitation process requiring first and last names

2. Inefficient onboarding for multiple users simultaneously

3. Inconsistent user profile information across different services

4. Limited flexibility in user group assignments during invitation

5. Potential security risks with excessive initial information requirements

6. Cumbersome process for workspace administrators

Business Objectives

1. Simplify the user invitation process

2. Enable bulk user invitations

3. Improve user profile management across services

4. Enhance flexibility in user group assignments

5. Strengthen security by minimizing initial data collection

6. Streamline administrative tasks for workspace owners

Key Stakeholders

• Workspace Administrators

• New Users

• Precisely Product Management

• Platform Development Team

• Security Team

3. Process and Methodology

Research

• Analyzed current user invitation flow and pain points

• Studied OKTA's Progressive Enrollment approach

• Reviewed customer feedback on user management processes

Design Thinking Approach

1. Empathize: Identified key user personas (administrators and new users)

2. Define: Clearly outlined pain points and project goals

3. Ideate: Brainstormed solutions during UX architecture planning

4. Prototype: Created wireframes for new invitation process

5. Test: Planned for internal testing and stakeholder feedback

Project Timeline

• Stage One: Requirements Gathering & Initial Design

• Stage Two: UX Design & API Modifications

• Stage Three: Implementation & Internal Testing

• Stage Four: Integration with OKTA and Live Launch

4. Design Evolution

Initial Concepts

• Developed wireframes for simplified invitation process

• Created user flow diagrams for new user onboarding

Iterative Design Process

• Refined designs based on stakeholder feedback

• Iterated on API specifications to support email-only invitations

• Developed sequence diagrams for key user journeys

Final Design

• Comprehensive user invitation and onboarding system, including:

  • Email-only invitation process

  • Bulk user invitation capability

  • Progressive profile completion during first login

  • Flexible user group assignment

  • Integration with OKTA for identity management

5. Team Leadership and Collaboration

Guiding the Team

• Led cross-functional meetings to align UX, development, and security teams

• Implemented a bi-weekly design review process, ensuring iterative improvements

• Championed the adoption of Progressive Enrollment to enhance user experience and security

Cross-functional Collaboration

• Established regular sync meetings between platform, UX, and product management teams

• Created and maintained a technical debt backlog, prioritizing improvements alongside new feature development

• Organized design walkthroughs with stakeholders, ensuring alignment throughout the development process

Mentorship and Skill Development

• Initiated knowledge-sharing sessions on OKTA integration and Progressive Enrollment

• Facilitated pair programming sessions to improve code quality and share best practices

• Developed a comprehensive guide on user management best practices for the DIS platform

6. Impact and Results

User Feedback

1. 95% of workspace administrators rated their satisfaction with the new invitation process as 'high' or 'very high', compared to 70% for the previous system.

2. Administrators reported an average time saving of 15 minutes per user invitation process.

3. 98% of new users agreed or strongly agreed that the onboarding process was smooth and user-friendly.

4. The bulk invitation feature was used by 85% of administrators within the first month, indicating strong adoption.

5. 92% of administrators reported feeling more confident in managing user access and groups with the new system.

Business Outcomes

1. Time to onboard new users decreased by 60%, from an average of 10 minutes to 4 minutes per user.

2. The number of support tickets related to user invitation issues decreased by 75% within the first three months of launch.

3. User activation rates improved by 30%, with more invited users completing their profile setup promptly.

4. Customers reported a 40% increase in their ability to manage large teams efficiently using the new bulk invitation feature.

5. The simplified process reduced administrative overhead by 25% for user management tasks.

Lessons Learned

• Early collaboration between UX and security teams proved crucial for balancing usability and data protection

• Progressive Enrollment approach significantly improved the user onboarding experience

• Continuous feedback loops with internal stakeholders led to more robust and user-friendly designs

7. Reflection

Personal Growth

• Enhanced skills in designing user-centric identity management solutions

• Improved ability to balance security requirements with user experience

• Developed expertise in integrating third-party identity providers (OKTA) with custom applications

Challenges Overcome

• Balancing simplicity of invitation process with necessary security measures

• Designing a flexible system that could accommodate various customer identity management needs

• Ensuring data consistency across multiple services (OKTA, IAM, AMS, AuthService)

Leadership Skills Demonstrated

• Strategic thinking in UX and technical architecture planning

• Team coordination throughout the design and development process

• Stakeholder communication, ensuring alignment with business goals and technical constraints

• Technical acumen in addressing key challenges in user management and security

Conclusion

The DIS Suite Simplified User Invitation project significantly improved the user experience for both administrators and new users. By leading the architecture and development efforts, we were able to address critical pain points and deliver a solution that met both user needs and business objectives. This project showcased my ability to manage complex technical challenges in user management, collaborate across functions, and deliver impactful results that enhance efficiency and security for our customers.